P/A Setup

Owned by Stephen Juliano (Unlicensed)
Last updated: Feb 10, 2022 by Stephen Juliano
7 min read

Overview

Every module has a control screen that allows you to choose how TRX Enterprise™ will function for your company. It is these screens that will mold TRX to suit your operating style and niche markets.

Detail

Main Tab

  • Automatically Number Projects – Check this box if you would like TRX to automatically create sequential numbers for your projects. If this is not selected you will need to manually create your project numbers (or use AQ Project Numbers.)

  • Next Project Number – If you have activated the auto-numbering feature this is where you can see/set the next project number.

  • Use AQ project numbers - Some users prefer to name their projects in Auto Quotes and have that name follow through to TRX. Others choose to have TRX automatically number them and still some will choose neither and name the projects on entry. Checking this box will allow you to use the numbers created in AQ.

  • Warranty Signature – This feature is obsolete as we now use the project manager as the signee in the warranty letter.

  • Signature Title - This feature is obsolete as we now use the project manager as the signee in the warranty letter.

  • Freight Item – When using the Freight/Install PO feature you need to designate one of your inventory items as the freight item that will be used for Freight PO's, you enter the item number here.

  • Install Item - When using the Freight/Install PO feature you need to designate one of your inventory items as the install item that will be used for Install PO's, you enter the item number here.

  • Calculate Use Tax On – If you are charging tax based on Use Tax then you can specify here whether the calculation should be based on Actual (Standard), Last, or Average cost.

  • Transfer Project Customer – This feature is obsolete.

  • Automatically display Planned Material – If this is checked then we will automatically display all material items when opening the project material plan screen. If unchecked you need to manually select a display option to see items included in the material plan. It is recommended that you check this option.

  • Update plan when issuing/receiving material – Having this checked will display the quantity issued to the project site via drop ship / consolidator PO or pick ticket in the project material plan.

  • Show Item added in AQ – When importing a quote from AQ if you wish to see the items added from the AQ file during the import process this should be checked.

  • Force Marks on PO Lines – If checked we print "Mark carton for project" lines in the Project Purchase Order.

  • Show Warehouse Quantities on Material Plan – This option will show the quantity on hand and quantity available for material items in the PO tab of the project material plan if checked. This can decrease the time it takes to load item in the material plan so if you deal with mainly drop ship it may be best for you to leave this unchecked.

  • Mark as Change Order Default Setting – When creating new change orders we will automatically check or uncheck the "Mark as Change Order" checkbox based on if this is checkbox is checked or unchecked.

  • Turn on "Set Frt/Ins to Zero" button in the material plan – If checked we will display a button in the project material plan that will allow you to set all freight and install amounts to zero.

  • Show Accessories on the Pick Ticket – If checked we include accessories in the project pick ticket.

  • Show Accessories on the Packing Slip – If checked we include accessories in the project packing slip.

  • Show Accessories on the Invoice – If checked we include accessories in the project invoice.

  • Default Ship Option – When creating PO's from the project material plan we will automatically set the "Ship To" to the option selected here.

    • You - Items will be received into your warehouse by default

    • Project Site - Items will automatically be issued out to the Project site when the PO is received

    • Consolidator - Items will automatically be issued out to your consolidator warehouse when the PO is received

    • Staging - Items will be issued to Stage when the PO is received

Control Points Tab

  • Default Burden - Burden is another term for overhead allocation. Burdens go hand in hand with "Tasks". You can create tasks in projects for everything from materials to subcontractors to time allocations and each of those tasks can be assigned a different burden. This field is where you define the default Burden for projects.

  • Default Task Status – Press F9 to choose your default task status from a list, you should have at least one set up.

  • Expense Margin – If using billable expenses you can specific the default markup that should be used when creating the expense. This can be changed for each project in the "Tasks" tab of the Project Entry/Edit screen.

  • Lock Markup – If you do not want to allow users to change the expense markup then the Lock Markup checkbox should be checked.

  • Default Billing Rate – This is the default billing rate that should be used in your project tasks. You can change this for each project task in the "Tasks" tab of the Project Entry/Edit screen.

  • Warn user about insufficient quantity when enter a picking ticket - If you wish for TRX to inform you that you do not have enough quantity on hand for an item when creating a picking ticket then you can choose to always be notified , to be notified once per picking ticket, or never be notified.

  • Non-Stocked PO Receipts post directly to WIP – Check this box if when receiving a project PO that includes non-stocked items you wish for those non-stocked items to post directly to your WIP account. Most users choose this option.

  • Allocate Planned Material - Check this box if you wish to create inventory allocations for planned materials.

  • Interface with AutoQuotes – If using AutoQuotes then check this box.

  • Allow AQ Line # to be changed – If you want your users to be able to change AQ line numbers in the material plan check this box. If you want to prevent changes then it should be unchecked.

  • Track # of boxes of materials – If you need to track project materials by the number of boxes per item then check this box. The number of boxes is entered when creating project pick and return tickets and show in the project material plan and the project plan report.

  • Save revisions to plan items – TRX will track changes made in the project material plan if this is checked.

  • In coordinator screen use PO receipt date as "Actual Receive Date" – If using the project coordinator screen having this checked will use the date the PO is received (if the item is on a PO) as the "Actual Receive Date", otherwise the Actual Receive Date must be manually entered.

  • Allow Changing amounts in Select for Invoicing – This feature has been removed, we do not allow sell price changes in the project invoicing screen any longer.

  • Allow changing customer after invoicing – We do not recommend having this checked but if you find it necessary to change the project customer after the project has been invoiced you can do so with this checkbox unchecked.

  • Consolidate Change Orders on AIA – If this is checked we show one consolidated line per change order vs. listing out each individual item included in the change order.

Functions Tab

  • Use Chain Pick – Turns on the Chain Pick functions for projects.

  • Use Freight/Install Categories - Turns on Freight/Install Categories in Projects.

  • Use Alpha Change Orders– Turns on Alpha Change Orders to be used in Projects.

Invoicing Tab

  • Invoice Format – We have 3 different versions of the project invoice, here you can select which one you wish to use.

    • "Services Rendered" – Displays a very basic invoice with no detailed breakdown of what makes up the total.

    • Summary by Type – A basic format displaying totals for labor, materials, and expenses.

    • Detailed – The recommend invoice format which shows the item detail included in the billing.

  • Tax Labor on Invoices – If billing labor through the timesheet module you can specify when to tax labor on invoices here. Timesheets are not used by Food Equipment Dealers so it is likely that all options will be unchecked.

  • Tax By Invoice – If checked TRX will calculate sales tax based on the invoice total rather than by individual line items.

  • Advanced Billing – Here you can specify the line item description used on the invoice when creating advanced billings through TRX.

  • Retainage Billing - Here you can specify the line item description used on the invoice when creating retainage billings through TRX.

  • AIA Detail – You can choose to print or exclude material and/or tax details in the AIA printout here.

Flex Fields Tab

If you need to track additional information pertaining to items in the project material plan you can use flex fields to do so. 

  • Field Name – The name of the flex field.

  • Help Text – A description of the flex field.

  • Data Type – What kind of data will the flex field contain? You can choose from Alpha Numeric, Numeric, or Date.

  • Validate - If your flex field should be limited to certain criteria then you should check this checkbox. The next tab, "Flex Field Codes" is where you can enter the values that can be used for the flex field.

  • Required – Check this box if the flex field needs to be filled out for each item.

Flex Field Codes Tab

If you have chosen to validate any of your flex fields you should enter the values that can be used for that flex field here. 

  • Flex Field – Select the flex field that you want to enter values for from the drop down list.

  • Code – The code representing the flex field value

  • Description – Detailed description of the flex field code.